Memorandum 49

Use of Hidden Video Surveillance Equipment

Reviewed and Approved February 2011

Purpose

This policy governs the use of video surveillance equipment on University property.

Policy

When criminal actions or egregious violations of University policy occur, attempts should be made to resolve the matter through conventional means, such as personal observation, counseling, reminders of University policies, and enhanced supervision. In the rare instances when problems cannot be readily resolved through conventional means, the temporary use of video surveillance equipment may be appropriate.

Responsibility

The President shall be responsible for authorizing the use of video surveillance equipment. The Chief Administrative Officer shall be responsible for the installation, proper use, and removal of this equipment per the terms approved by the President.

Implementation/Guidelines

Incidents of criminal activity should be immediately reported to Security. Attempts should be made to resolve these issues using conventional investigative means. The Chief of Security will assist with resolving these issues.

Incidents of, or evidence of, egregious violations of University policy should be immediately reported to the appropriate supervisor, manager, Commandant or Dean of Students. Attempt should be made to resolve these issues using conventional means. The Director of Human Resources is available to assist with resolving these issues if an employee is suspected of violating University policy.

In the event that these issues cannot be resolved using conventional means, the appropriate supervisor/manager may request that the use of video surveillance equipment be authorized. Such requests should be only to resolve issues of conduct that are a violation of laws or University policies. The use of surveillance equipment will not be authorized for issues related to employee performance. Issues of employee performance are to be handled via guidelines published in the appropriate staff or faculty manuals. Requests to use surveillance equipment should be made in writing or via email to the Chief Administrative Officer.. All requests for use of this equipment must explain, in detail, the circumstances that warrant the use of this equipment and verification that conventional means have been attempted without success. The CAO shall determine if all reasonable conventional investigative means have been used. If, at this point, the CAO believes the use of hidden video surveillance equipment is warranted, he/she shall forward this request to the President. Each request for installation of surveillance equipment shall include an expiration date by which the equipment shall be removed. The President may reject such requests.

Should the President feel that the request to use surveillance equipment has merit, the Chief Administrative Officer, Chief of Security, Director of Human Resources (if an employee is suspected of egregious violations or criminal activity) and/or legal counsel shall be consulted and asked to render advice as needed. The CAO or President will also consult with the Cabinet member responsible for the student group, area, or department where the incidents occurred.

Should the President feel that the request to use surveillance equipment has merit, the Chief Administrative Officer, Chief of Security, Director of Human Resources (if an employee is suspected of egregious violations or criminal activity) and/or legal counsel shall be consulted and asked to render advice as needed. The CAO or President will also consult with the Cabinet member responsible for the student group, area, or department where the incidents occurred.

If at all possible, and if it will not jeopardize the effectiveness of the investigation, people in an area being monitored will be notified.

Under no circumstances will video surveillance equipment be installed in bathrooms, locker rooms, shower areas or areas where people may change clothing.

The surveillance equipment shall be removed immediately after persons suspected of criminal activity or a serious violation of University policy have been identified.

As part of the approval process, the President is to specify a period during which the equipment may be operated. If suspects have not been identified within that period, the equipment shall be removed.

If suspects have been conclusively identified, videotapes and/or digital files shall be kept as evidence and stored in a locked area within Security, Human Resources, or with local authorities, as appropriate. If it is determined that a videotape or digital file does not contain evidence, it will be erased or destroyed within 24 hours of such determination.